Planning to Make the Most of Your ExaVault Account

Published on 01 Apr 2022

Are you thinking about how to integrate a new file transfer system into your business? When making a big change to your business workflow, it's wise to think through and plan out how you will integrate the new storage and sharing solution into your business.

Inbox with paper files accepted.

We have some questions that can help you think about what needs to happen when implementing your new file transfer system.

How will you set up your folder structure?

The first thing to think about is where you want files to be and who you want accessing files. After all, where you place files often dictates who can see them. The access you set can apply to the file transfer platform's web applications and FTP clients.

Organize by Department

Do you have different departments that will be using the system? Make a folder for each department that will act as the home folder for all files related to the department. If each department has its own file workflow needs, you can build those out inside those folders as well.

Folders organized by department.

Folders for External Users

Another thing to think about is if you'll have external as well as internal users in the system. If you have external users, you will want to have a folder structure that makes sure you fully separate the internal and external users. 

Note that you can also use Receive Folders for external users, which we advise over giving actual accounts out to people.

Customizing the receive for for file upload.

Finally, remember to create your folder structure inside your account and test it out as many times as you want. Take your time and make it right before creating everyone else's user accounts. It's better to make sure it will work before you invite the rest of your company than wait till afterward, causing last-minute revisions and changes.

How will you set up user security?

The next thing to think about is how you want the security of your account set up. Create regular users for the account where you set their permission (such as read / write, create shares, delete files, etc.) or set a user as an admin (admins can access the entire account.)

You want to set up the user role with the minimum permissions you and your business are comfortable allowing. If you don't want any users (except admins) to delete files? Great - just disable the delete permission for the user role.

Creating a user without delete permissions.

You can also disable the ability for users to create shares as well - this will ensure users won't be able to share files in the account without an admin's permission. 

Also, keep in mind that you set up SSH keys for any user you choose so they have frictionless access to SFTP. Decide which users get SSH keys -- will they be using the web interface or only accessing the account via SFTP? Does this change how you structure things?

How will users access the account?

Next up, you want to think about how your users will find out where their accounts are. 

For example;

  • Will you be putting a link to the account on your corporate intranet?
  • Will you send out a link to the account via a customized welcome email?
  • Will you be integrating ExaVault into your corporate website via a custom domain?
  • Or will you build ExaVault into your business fully via an API, and no one actually does anything outside of your application?

Answering these questions will inform how you should structure everything inside your account to ensure users can access the account, locate files and easily perform the necessary actions.

Linking to Your Account

Adding a link to log into the account on your corporate intranet page keeps it readily available. Ideally, this is a location employees typically go for reference and get direction on company policies and tools. This limits access to employees and those who have access to corporate documentation.

Welcome Emails

Welcome emails are an excellent way to introduce your file transfer platform to new users. A customized welcome email allows you to provide more detail on how to access the account and what to expect on the first login – often including directions to change the password and how to contact support. The user can log in and save the link in their bookmarks or keep the email for reference.

Customized welcome to ExaVault email.

Integrating in Your Website

Integrating ExaVault into your domain provides a more cohesive experience with your file transfer site. Take it a step further by integrating the ExaVault file transfer interface directly onto your site. Fully integrated file transfer reduces confusion on where to go to upload and download files, acting as a way to access the web interface from your website. SFTP transfers will still require an FTP client or command line.

What will your internal business workflow look like?

Lastly, take some time to think about what kind of internal processes you want to impose on the system's users. 

  • Under what circumstances should shares be created (if they have permission to do so)?
  • Is there a particular group of email addresses always included when notifications get set up?
  • What kind of business role should have access to the account?
  • What business roles get access to the web application vs. an FTP client?

Take the time to think through your workflow and primary use case for file transfer. 

We are happy to walk through your use case with you and help you get set up with the right account for your needs. Contact us today to start your free trial!

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